How to Report Repairs to Your Landlord

To report a repair to your landlord, describe the problem in writing, using email, the letting agent's portal, a text you can save or a letter. Include your address, what is wrong, when it started, how it affects you, photos and when someone can get in. Keep a copy, and follow up in writing if nothing happens within a reasonable time. For emergencies such as a gas smell, flooding or a total loss of power, phone first and send the written notice afterwards. The sections below explain each step, compare reporting methods, include sample messages and cover shared homes, where agreeing who reports what saves everyone time.

What is the best way to report repairs to a landlord?

The best way to report repairs to a landlord is any method that is quick for you and leaves a dated written record. Email and online repair portals usually do both. A phone call is fine for speed, but follow it with a short message that confirms what you said, because a call alone leaves no proof that the landlord was told.

A written record matters for three reasons:

• It shows when the landlord or agent first knew about the maintenance issue.
• It removes confusion about which problem was reported, where it is and how serious it is.
• It gives you something to point to if the repair is delayed, done badly or disputed when you move out.

Your tenancy agreement may name a preferred contact method or a specific address for notices. Check it once and save that contact detail in your phone, so you are not hunting for it when a tap starts leaking.

Which problems should you report?

Report any fault in the building, its fixtures or the appliances supplied with the home that you did not cause and cannot reasonably fix yourself. Small, early reports are easier for everyone than one large problem later. A slow drip is cheaper to fix than a water-damaged ceiling.

Responsibility varies by country, region and tenancy agreement. As a rule, landlords handle the structure, heating, hot water, plumbing, electrics and supplied appliances. Tenants handle minor upkeep such as changing light bulbs, replacing smoke alarm batteries where the agreement says so, and keeping drains clear of food and hair. If you are unsure, report the problem and ask. That costs nothing and protects you if the landlord does turn out to be responsible.

How urgent is your repair?

Sorting a repair by urgency tells you how fast to report it and which channel to use.

Urgency	Examples	How to report
Emergency (risk to safety or major damage)	Gas smell, serious water leak, sparking sockets, no heating in freezing weather, a broken front door lock, sewage backing up	Deal with immediate danger first, then phone the landlord or agent's emergency number. Confirm in writing the same day.
Urgent (affects daily living)	No hot water, broken toilet in a single-toilet home, fridge or cooker supplied by the landlord not working, window that will not close	Message in writing as soon as possible. Phone as well if there is no reply within a day.
Routine (inconvenient but not harmful)	Dripping tap, sticking door, loose cupboard hinge, cracked tile, small patch of mould starting	Written repair request when convenient. Group several small items into one message.

In a gas emergency, leave the property and call your local gas emergency line or emergency services before contacting the landlord. Your safety comes first. The report can wait a few minutes.

How to report repairs to a landlord step by step

Reporting repairs to a landlord takes about ten to fifteen minutes if you follow a set order. These steps work for most routine and urgent problems.

1. Check the problem and limit the damage. Turn off water at the stopcock for a leak, unplug a faulty appliance, or put a bucket under a drip. Small steps like these protect your belongings and show you acted responsibly.
2. Take photos or a short video. Capture the fault close up and a wider shot showing where it is in the room. Photos with the date visible, or saved with their original file details, are useful later.
3. Note the key facts. Write down when you first noticed the problem, whether it is getting worse and how it affects you. For example: no shower since Tuesday, or damp smell in the child's bedroom.
4. Find the right contact. Use the method named in your tenancy agreement. This could be the landlord directly, a letting agent, a housing association repair line or an online portal.
5. Send a clear written report. Use the checklist and sample messages below. Attach your photos.
6. Offer access times. Give two or three windows when you or a flatmate can be home, or say whether you are happy for a contractor to use a key.
7. Save a copy. Keep the sent email, a screenshot of the portal confirmation, or a photo of the letter before posting it.
8. Follow up if needed. If you hear nothing within a reasonable time for that type of problem, send a short written reminder that refers to your first message.

Which method should you use to report a repair?

The right method balances speed with a clear written record. Many tenants combine two methods: a quick call for urgent problems, then an email or portal entry as the record.

Method	Speed	Written record	Best for	Trade-offs
Email	Fast	Yes, dated automatically	Most routine and urgent repairs	Can be missed if sent to an old or unmonitored address
Online portal or app	Fast	Usually, with a reference number	Tenants of letting agents and housing providers	Screenshot the confirmation. Some portals limit how much detail or how many photos you can add.
Text or messaging app	Very fast	Partly, if you keep the thread	Small private landlords who reply quickly	Threads get lost when phones change. Back up or screenshot important messages.
Phone call	Immediate	No, unless followed up in writing	Emergencies and urgent problems	Easy to misremember what was agreed. Always confirm by message.
Letter	Slow	Yes, especially with proof of posting	Formal notices, unresolved repairs, or when the agreement requires post	Postage cost and delay. Keep a copy and any receipt.

All of these methods are free or close to it, so the choice usually comes down to your landlord's preference and how quickly the problem needs attention.

What should a repair request include?

A good repair request lets the landlord or contractor understand the problem without a follow-up call. Include these details:

• Your name and the full property address, including flat number.
• A clear subject line, such as: Repair request, no hot water, Flat 3.
• What is wrong and exactly where it is, for example the radiator under the bedroom window.
• When it started and whether it is getting worse.
• How it affects you, especially health, safety or the use of a room.
• What you have already done, such as resetting the boiler or turning off the water.
• Photos or video.
• Your availability for access and the best contact number.
• A polite request for a reply with a date for the visit.

Example: routine repair request

Subject: Repair request, kitchen tap and bathroom extractor fan, 12 Oak Road

Hello, I'd like to report two maintenance issues at 12 Oak Road. The kitchen cold tap has been dripping constantly since last weekend, even when fully closed. The bathroom extractor fan stopped working three days ago, and condensation is building up on the ceiling. Photos are attached. I'm home on weekday mornings before 10am and all day Saturday. Please let me know when someone can visit. Thank you.

Example: urgent repair confirmed after a phone call

Subject: Urgent repair, no heating or hot water, Flat 5, confirming today's call

Hello, following my call at 8:15 this morning, I'm confirming that the boiler at Flat 5 has stopped working and we have no heating or hot water. The display shows a fault code (photo attached). I tried resetting it once as the manual suggests, and it did not restart. You said an engineer would be in touch today. I'm available all day. Please confirm the visit time. Thank you.

Example: follow-up when there has been no reply

Subject: Follow-up, repair request sent on 3 March, damp in bedroom

Hello, I reported damp and mould on the bedroom wall on 3 March (copy below) and haven't yet heard back. The patch has grown since then. Updated photos are attached. Could you let me know when this will be inspected? Thank you.

How do you report an emergency repair?

An emergency repair is one where there is an immediate risk to health, safety or the building. Make the situation safe first, then contact the landlord by the fastest route, and put it in writing afterwards.

1. Protect people first. Leave the property or call emergency services if there is danger, such as a gas smell, fire risk or a serious electrical fault.
2. Limit damage where it is safe to do so, for example by turning off the water at the stopcock or switching off power at the consumer unit for one circuit.
3. Phone the landlord, agent or emergency repair line. Many letting agents and housing providers list an out-of-hours number in the tenancy paperwork or on the portal.
4. Send a written confirmation the same day that covers what happened, who you spoke to, what time, and what they said would happen next.
5. Keep receipts for anything you had to buy to stay safe or warm, in case reimbursement is discussed later.

Before arranging and paying for a contractor yourself, check your tenancy agreement and local tenant advice. Rules on when tenants may do this differ, and acting without agreement can cause disputes.

How to keep repair records without extra effort

Repair records are copies of every report, reply, photo and visit linked to a problem. Keeping them takes very little time if you set up one simple habit.

• One email folder or label called Repairs, where every repair request and reply is filed.
• One photo album on your phone for repair photos, so they don't get lost among other pictures.
• A short running note with one line per event, for example: 4 Jan, reported leak by email. 6 Jan, plumber visited, said part on order. 15 Jan, part fitted, leak fixed.
• Portal reference numbers copied into that note, because portals sometimes close old tickets.

These records help if a problem comes back, if a dispute arises about your deposit, or if you need advice from a tenant support service.

What should you do if your landlord doesn't respond?

If your landlord doesn't respond, follow up in writing first, then escalate step by step. Calm, documented landlord communication is usually more effective than an angry call.

1. Send a written reminder referring to the date of your first report, with updated photos if the problem has worsened.
2. Try another contact route. If you emailed, phone. If you dealt with an agent, check whether the tenancy gives a direct address for the landlord.
3. Send a formal letter summarising all previous reports and asking for a repair date. Keep proof of posting.
4. Get advice from a local tenant advice service, housing charity, citizens' advice organisation or your local council's housing team, depending on where you live. They can explain your rights and the options under local law.

Do not withhold rent or carry out major work yourself without advice first. In many places this can put your tenancy at risk, even when the repair is clearly the landlord's responsibility.

How to coordinate repair reporting in a shared home

In shared homes, reporting repairs to a landlord goes most smoothly when one agreed system replaces several people sending half-reports. A few light arrangements stop problems from being reported twice or not at all.

• Agree who reports. Either one person handles all repairs, or whoever spots the problem reports it and posts a copy in the household group chat.
• Use a shared list. A note on the fridge or a shared phone note listing open repairs, with the date reported, makes it easy to see what is pending.
• Share access duty. Whoever is home on the offered day lets the contractor in. Rotating this spreads the effort when schedules differ.
• Copy everyone in on written reports when possible, so anyone can follow up if the person who reported is away.
• Bundle small jobs. Collect minor issues for a week and send one message. This keeps landlord communication tidy and may mean one visit instead of several.

How to fit repair reporting around your schedule, budget and the seasons

Repair reporting can adapt to busy weeks, tight budgets and changing weather with a little planning.

Busy schedules

Write the report the moment you notice the problem, even if it is brief. You can add photos later in a reply. When offering access, be specific, for example Tuesday or Thursday after 5pm. A clear window gets a faster booking than saying any time. If you can't be home, ask whether the contractor can use a key held by the agent, and say clearly in writing whether you agree to that.

Budget

Reporting itself costs nothing by email, portal or text. Spend money only on cheap stopgaps that prevent further damage, such as a bucket, towels or a draught excluder, and keep the receipts. Avoid paying for repairs that may be the landlord's responsibility until you have confirmed who pays.

Weather and seasons

• Before winter: test the heating and hot water early in autumn and report faults before contractors get busy during cold spells.
• Wet seasons: watch for leaks around windows, roofs and gutters after heavy rain, and report damp patches while they are still small.
• Hot weather: check that windows open and close properly and that supplied fridges and freezers keep food cold.

A quick seasonal check takes a few minutes and catches problems while they are still routine repairs rather than urgent ones.

Quick checklist for reporting repairs to your landlord

• Make the problem safe and limit damage.
• Take clear photos or video.
• Send a written report with address, problem, location, start date, impact and access times.
• Phone as well for emergencies, then confirm in writing.
• Save every message, reference number and receipt in one place.
• Follow up in writing if there is no reply, and seek local tenant advice if the repair is still not done.